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Full text of "Federal personnel manual system. FPM letter"

FM I.IHJ2 IC1 1^\L-H2 






Office oi Personnel Management 

Federal Personnel Manual System 

FPM Letter 292-33 



(I'M letter 292-33 



SUB|ECT: Update to Personnel Data Standards 



Published n 

It II in in I I'M 

Supplement 292-1 

RETAIN UNTIE SUPERSEDED 



Washington, D I 20415 

March 11, 1986 



Heads ol Departments and Independent Establishments 

PLEASE DIRECT TO THE ATTENTION OF PROCESSING SUPERVISORS 
AND AUTOMATED SYSTEMS MANAGERS 



1. Purpose . The purpose of this letter is to transmit changes made to data standards 
used in documenting personnel actions and in reporting such actions to the Central 
Personnel Data File (CPDF) managed by the U.S. Office of Personnel Management. 

2. Background . FPM Supplement 292-1, Personnel Data Standards, contains the data 
elements and representation sets used for reporting to the CPDF. Due to the dynamic 
nature of many of these standards, they need periodic updates. Complete submission 
instructions are contained in FPM Supplement 298-1, The Central Personnel Data File. 
FPM Supplement 296-33, The Guide to Processing Personnel Actions, provides detailed 
instructions on documenting personnel actions. 

3. Specific Changes . Attachment 1 to this FPM letter revises the set of valid codes 
for the data elements: Agency Code, Legal Authority, Location Code, Occupational 
Code, Pay Plan Code, Reportable Handicap, and Work Schedule. Attachment 2 revises the 
set of valid codes for the optional data standard: Remarks Code. 

4. Effective Date . All of the changes and revisions documented in this letter are 
effective immediately. 



c^W^- 



Constance Horner 
Di rector 




Attachments 




Inauiries- Compliance and Investigations Group, Office of Workforce Information, 
H cs - Data Standards Branch, FTS or (202) 632-5029 



Code: 2 92, Personnel Data Standardization 

Distribution: 

FPM Supplement 292-1 



OPM FORM 652 1 79 



Attachment 1 to FPM Ltr. 292-33 



Central Personnel Data File (CPDF) Data Elements and Representations 

AGENCY CODE 



Data Representations 



Name Definit ion/ Explanation Code 

Additions 

Department of Agriculture 
Admi nistration 

Office of Advocacy and Enterprise AG94 

Office of Management Reform AG78 

National Archives and Records Administration NQ00 

Smithsonian Institution 
Woodrow Wilson International Center for Scholars SM02 

Deletions 

Department of Agriculture 

Immediate Office of the Assistant Secretary for Science and Education .... AG40 

Office of Small and Disadvantaged Business Utilization AG74 

Office of Equal Opportunity AG95 

Department of Transportation 

Office of Essential Air Services' TD14 

General Services Administration 

National Archives and Records Service GS06 

Changes (except h i e rarchical ) 

Department of the Air Force 

From: Headquarters, U.S. Air Force AF0N 

To: Immediate Office, Headquarters, USAF AF0N 

Smithsonian Institution 

From: Smithsonian Institution (except units administered under SM00 

separate Boards of Trustees) 
To: Smithsonian Institution (except units administered under SM03 

separate Boards of Trustees) 

Hierarchical Changes 

Department of Agriculture 

Immediate Office of the Secretary of Agriculture AG01 

Admi nistration 

Office of Administrative Law Judges AG92 

Office of Advocacy and Enterprise AG94 

Office of Finance and Management AG90 

Office of Information Resources Management AG76 

Office of Management Reform AG78 



Attachment 1 to FPM Ltr. 292-33 (2) 

Central Personnel Data File (CPDF) Data Elements and Representations 

AGENCY CODE 

Data Representations 

Name Definit ion/ Explanation Code 

Office of Operations AG98 

Office of Personnel AG96 

Economics 

Economic Analysis Staff AG19 

Economic Research Service AG18 

Economics Management Staff AG35 

Office of Energy AG26 

Statistical Reporting Service AG20 

World Agricultural Outlook Board AG38 

Food and Consumer Services 

Food and Nutrition Service AG30 

Human Nutrition Information Service AG48 

International Affairs and Commodity Programs 

Agricultural Stabilization and Conservation Service AG05 

Foreign Agricultural Service AG10 

Office of International Cooperation and Development AG43 

Marketing and Inspection Services 

Agricultural Cooperative Service AG29 

Agricultural Marketing Service AG02 

Animal and Plant Health Inspection Service AG34 

Federal Grain Inspection Service AG36 

Food Safety and Inspection Service AG37 

Office of Transportation AG45 

Packers and Stockyards Administration AG28 

Natural Resources and Environment 

Forest Service AG11 

Soil Conservation Service AG16 

Office of Budget and Program Analysis AG42 

Office of Governmental and Public Affairs AG13 

Office of the General Counsel AG14 

Office of the Inspector General AG23 

Science and Education 

Agricultural Research Service AG03 

Cooperative State Research Service AG22 

Extension Service AG09 

National Agricultural Library AG12 

Office of Grants and Program Systems AG39 



Attachment 1 to FPM Ltr. 292-33 (3 

Central Personnel Data File (CPDF) Data Elements and Representations 

AGENCY CODE 

Data Representations 

Name Definition/Explanation Code 

Small Community and Rural Development 

Farmers Home Administration AG07 

Federal Crop Insurance Corporation AG08 

Office of Rural Development Policy AG32 

Rural Electrification Administration AG15 

Department of the Air Force 

Immediate Office, Headquarters, USAF AF0N 

1947th Headquarters Support Group AF2J 

Air Force Accounting and Finance Center AF0E 

Air Force Acquisition Logistics Center, AFALC 

Air Force Acquisition Logistics Center, AFLC AF3F 

Air Force Acquisition Logistics Center, AFSC AF3H 

Air Force Audit Agency AF06 

Air Force Center for International Programs AF2P 

Air Force Center for Studies and Analyses AF2N 

Air Force Combat Operations Staff AF2H 

Air Force Commissary Service AF1X 

Air Force Communications Command AF0Y 

Air Force Elements, Europe AF3G 

Air Force Elements, Other than Europe AF3V 

Air Force Engineering and Services Center AF1W 

Air Force Inspection and Safety Center AF02 

Air Force Intelligence Service AF05 

Air Force Legal Services Center AF2E 

Air Force Logistics Command AF0F 

Air Force Manpower and Personnel Center AF09 

Air Force Medical Services Center AF2F 

Air Force Office of Security Police AF08 

Air Force Office of Special Investigations AF07 

Air Force Operational Test and Evaluation Center AF03 

Air Force Review Boards Office AF2M 

Air Force Service Information and News Center AF2G 

Air Force Systems Command AF0H 

Air Force Technical Applications Center AF2L 

Air National Guard 

Air National Guard Support Center AF2I 

Air National Guard Units (Mobilization) (Title 5) AF34 

Air National Guard Units (Title 32) AFNG 

Air Reserve Personnel Center AF0I 

Ai r Trai ni ng Command AF0J 

Air University AF0K 

Al askan Ai r Command AF0A 



Attachment 1 to FPM Ltr. 292-33 (4) 



Central Personnel Data File (CPDF) Data Elements and Representations 

AGENCY CODE 



Data Representations 



Name Definition/Explanation Code 

Electronic Security Command AF0U 

Headquarters, Air Force Reserve AF0M 

Military Airlift Command AF0Q 

Pacific Air Forces AF0R 

Space Command AF1S 

Strategic Air Command AF0S 

Tactical Air Command AF0T 

U.S. Air Force Academy AF0B 

U.S. Air Force Historical Research Center AF2K 

U.S. Air Forces, Europe AF0D 

Department of the Army 

Office of the Secretary of the Army ARSA 

Office of the Chief of Staff of the Army 

Immediate Office of the Chief of Staff of the Army ARCS 

Adjutant General ARAG 

Eighth U.S. Army ARP8 

Joint Activities ARJA 

Military Entrance Processing Command ARPC 

Military Traffic Management Command ARMT 

National Guard Bureau 

Office of the Chief of the National Guard Bureau ARGB 

Army National Guard Units (Title 32) ARNG 

Surgeon General ARMD 

U.S. Army Audit Agency ARAU 

U.S. Army Ballistic Missile Defense Systems Command ARSC 

U.S. Army Corps of Engineers ARCE 

U.S. Army Criminal Investigation Command ARCB 

U.S. Army Element SHAPE ARJ1 

U.S. Army Europe and Seventh Army 

Immediate Office of the Commander-in-Chief of the U.S. Army ARE1 

Europe and Seventh Army 

1st Personnel Command AREB 

2nd Armored Division (FWD) AREP 

4th Transportation Brigade ARE9 

7th Medical Command, Europe ARES 

21st Support Command ARE2 

32nd Army Air Defense Command ARE6 



Attachment 1 to FPM Ltr. 292-33 (5) 

Central Personnel Data File (CPDF) Data Elements and Representations 

AGENCY CODE 

Data Representations 

Name Definition/Explanation Code 

42nd Military Police Group AREK 

56th Field Artillery Brigade AREH 

59th Ordnance Rrigade AREO 

502nd ASA Group, Europe AREL 

Berlin Brigade ARE4 

Contopo Field Support Element, Europe AREJ 

Seventh Army Training Command AREN 

U.S. Army V Corps ARE5 

U.S. Army VII Corps ARE7 

U.S. Army Southern European Task Force ARE3 

U.S. Army Special Forces, Europe AREF 

U.S. Military Community Activity, Heidelberg ARED 

U.S. Army Forces Command ARFC 

U.S. Army Health Services Command ARHS 

U.S. Army Information Systems Command ARCC 

U.S. Army Information Systems Software Support Command ARCM 

U.S. Army Intelligence and Security Command ARAS 

U.S. Army, Japan ARP3 

U.S. Army Materiel Command (AMC) 

Headquarters, AMC ARX2 

Headquarters, Staff Support Activities, AMC ARX3 

Materiel Acquisition Activities ARXK 

Materiel Acquisition Project Managers ARXL 

Materiel Readiness Activities ARXX 

Materiel Readiness Project Managers ARXY 

Research Laboratories, AMC ARXJ 

Training Activities, AMC ARX4 

U.S. Army Armament Munitions and Chemical Command ARXQ 

U.S. Army Aviation Systems Command ARXB 

U.S. Army Communications Electronics Command ARX8 

U.S. Army Depot Systems Command ARXW 

U.S. Army Electronics Research and Development Command ARXD 

U.S. Army Missile Command ARX6 

U.S. Army Mobility Equipment Research and Development Command ARXF 

U.S. Army Natick Research and Development Command ARXG 

U.S. Army Security Assistance Center ARXP 

U.S. Army Tank Automotive Command ARX7 

U.S. Army Test and Evaluation Command ARXM 

U.S. Army Troop Support Command ARXR 

U.S. Army Materiel Command, All Others ARX5 

U.S. Army Military District of Washington ARMW 

U.S. Army Military Personnel Center ARMP 

U.S. Army Recruiting Command ARRC 

U.S. Army Training and Doctrine Command ARTC 

U.S. Army Western Command ARP1 

U.S. Military Academy ARMA 



Attachment 1 to FPM Ltr. 292-33 (6) 

Central Personnel Data File (CPDF) Data Elements and Representations 

AGENCY CODE 
Data Representations 



Name 



Definition/Explanation 



Code 



Field Operating Agencies of the Secretary of the Army and the 

Army Staff 

Department of Defense (excluding Military Departments) 
Office of the Secretary of Defense 

Immediate Office of the Secretary of Defense 

Defense Advanced Research Projects Agency , 

Defense Audiovisual Agency , 

Defense Communications Agency , 

Defense Contract Audit Agency , 

Defense Investigative Service , 

Defense Legal Services , 

Defense Logistics Agency , 

Defense Mappi ng Agency , 

Defense Nuclear Agency , 

Defense Security Assistance Agency , , 

Field Organizations of the Office of the Secretary of Defense 

American Forces Information Service 

Office of the Civilian Health and Medical Program of the , 

Uniformed Services 

Office of Dependents Schools , 

Office of Economic Adjustment 

Tri-Service Medical Information System (TRIMIS) Program Office 

Washington Headquarters Services 

Defense Intelligence Agency 

National Security Agency/Central Security Service 

Office of the Inspector General 

Organization of the Joint Chiefs of Staff 

Strategic Defense Initiatives Agency 

Uniformed Services University of the Health Sciences 

U.S. Court of Military Appeals 



Department of the Interior 

Office of the Secretary of the Interior 
Fish and Wildlife and Parks 

National Park Service 

U.S. Fish and Wildlife Service , 

Indian Affairs 

Bureau of Indian Affairs 

Land and Minerals Management 

Bureau of Land Management , 

Minerals Management Service 

Office of Surface Mining 

Office of the Inspector General 

Office of the Solicitor 

Water and Science 

Bureau of Mines 

Bureau of Reclamation 

Geological Survey 



ARSF 



DD01 
DD13 
DD24 
DD04 
DD10 
DD12 
DD25 
DD07 
DD11 
DD03 
DD06 

DD09 
DD17 

DD16 
DD23 
DD18 
DD21 
DD05 
DD28 
DD26 
DD02 
DD27 
DD15 
DD08 



IN01 

IN10 
IN15 

IN06 

IN05 
IN23 
IN22 
IN24 
IN21 

IN09 
IN07 
IN08 



Attachment 1 to FPM Ltr. 292-33 (7) 



Central Personnel Data File (CPDF) Data Elements and Representations 

AGENCY CODE 



Data Representations 



Name 



Definition/Explanation 



Department of the Navy 

Navy Secretariat/Staff Offices 

Immediate Office of the Secretary of the Navy ... 

Navy Field Offices 

Navy Staff Offices 

Chief of Naval Operations 

Immediate Office of the Chief of Naval Operations 

Atlantic Fleet 

Chief of Naval Personnel 

Military Seal i ft Command 



Air Systems Command , 

Data Automation Command , 

Education and Training Command .., 
Facilities Engineering Command . . 

Intelligence Command 

Medical Command 

Oceanography Command , 

Reserve Force , 

Sea Systems Command , 

Security Group Command , 

Space and Warfare Systems Command 

Supply Systems Command , 

Telecommunications Command , 

Office of Laboratory Programs 

Office of Naval Acquisition Support .... 

Pacific Fleet 

Special Projects Office 

U.S. Naval Forces, Europe 

Office of Naval Research , 

U.S. Marine Corps , 



Nava 
Nava 
Nava 
Nava 
Nava 
Nava 
Nava 
Nava 
Nava 
Nava 
Nava 
Nava 
Nava 



Code 



NV08 
NV10 
NV09 

NV11 
NV60 
NV22 
NV33 
NV19 
NV40 
NV62 
NV25 
NV15 
NV18 
NV65 
NV72 
NV24 
NV69 
NV39 
NV23 
NV63 
NV78 
NV37 
NV70 
NV30 
NV61 
NV14 
NV27 



LEGAL AUTHORITY 



Data Representations 



Name 



Addition 



Definition/Explana tion 



Code 



Canal Area Authorities 



35 CFR 253.44(d) 



Deletions 



TRL 



Code of Federal Regulat ions 



Reg 536.217-Decl Transfer ... 
Reg 536.217-Reclassification 
Reg 536.217-RIF 



RJX 
RJY 
RJZ 



Attachment 1 to FPM Ltr. 292-33 (8) 

Central Personnel Data File (CPDF) Data Elements and Representations 

LOCATION CODE 
Data Representations 



Name 



Definition/Explanation 



Code 



Change 

From: Kings Bay U.S. Army 133015039 

To: Kings Bay 133015039 



OCCUPATIONAL CODE 



Data Representations 



Name 



Definition/Explanation 



PATCO 



Addition 

Photo composition machine 
operating 



For use by the Government Printing 
Office only. 



PAY PLAN CODE 



Code 



4431 



Data Representations 



Name 



Definition/Explanation 



For Use by Specific Agencies 



Change 



From: 



To: 



Commissioned Corps of .... 

the Public Health Service 

Commissioned Corps of .... 

the Public Health Service 



This pay plan code is not valid for .... 
submission to CPDF. May be used for 
other documentation purposes. 

Environmental Protection Agency, 

Departments of Commerce, and Health and 
Human Services. This pay plan code is 
not valid for submission to CPDF. May 
be used for other documentation 
_ -JLU.C& QSJL s_ยป- 



REPORTABLE HANDICAP 



Data Representations 



Name 



Def i nit ion/ Expl a nation 



Addi tion 



Learning disabi 1 ity 



A disorder in one or more of the .... 
processes involved in understanding, 
perceiving, or using language or 
concepts spoken or written) e.g., 
dyslexi a. 



Code 



CC 
CC 



Code 



94 



Attachment 1 to FPM Ltr. 292-33 (9) 



Central Personnel Data File (CPDF) Data Elements and Representations 

WORK SCHEDULE 



Data Representations 



Name 



Definition/Explanation 



Code 



Additions 



Full-time on-call 



Part-time on-call 



Changes 

From: Full-time 



To: Full-time 



A schedule that requires an employee H 

to work full-time when needed during 
periods of heavy workload. Expected 
cumulative service is at least six 
months in pay status each year. 

A schedule that requires an employee to .... R 
work a regularly scheduled part-time 
tour of duty when needed during periods 
of heavy workload. Expected cumulative 
service is at least six months in pay 
status each year. 



A schedule that requires an employee to .... F 
work the number of hours or days 
prescribed by the administrative work 
week for a particular employment group 
or class. 

A schedule that usually requires an F 

employee to work 40 hours as prescribed 
by the administrative work week for that 
particular employment group or class. 



From: Full-time seasonal A schedule that requires an employee to ... 

work less than a full work year on either 
an annually recurring or on-call basis 
and that requires an employee to work 
the number of hours or days prescribed by 
the administrative work week for a 
particular employment group or class. 
(Less than the 2080 hours per year 
required a regular full-time employees.) 

To: Full-time seasonal A schedule that requires an employee to ... 

work full-time for less than 12 months 
each year on an annually recurring 
basis. 

From: Part-time A schedule that requires an employee to .., 

work a definite, but lesser, number of 
hours or days than that required of full- 
time employees in the same employment 
group or class. 

To: Part-time A schedule that requires an employee to ... 

work less than full-time, but for a 
specific number of hours (usually 16-32 
per administrative work week) on a 
prearranged scheduled tour of duty. 



G 



Attachment 1 to FPM Ltr. 292-33 (10) 



Central Personnel Data File (CPDF) Data Elements and Representations 

WORK SCHEDULE 
Data Representations 
Name Definition/Explanation Code 

From: Part-time seasonal A schedule that requires an employee to .... Q 

work less than a full work year on either 
an annual recurring or on-call basis 
and which requires an employee to work 
a definite, but lesser, number of hours 
or days than that required of full-time 
employees in the same employment group 
or class. 

To: Part-time seasonal A schedule that requires an employee to .... Q 

work part-time for less than 12 months 
each year on an annually recurring 
basis. 

From: Intermittent A schedule that requires an employee to .... I 

work an irregular number of hours or days 
(i.e., on an occasional basis). 

To: Intermittent A schedule that requires an employee to .... I 

work an irregular number of hours or days 
for which there is no prearranged 
scheduled tour of duty. 

From: Intermittent seasonal A schedule that requires an employee to .... .1 

work less than a full work year on either 
an annually recurring or on-call basis 
and that requires an employee to work an 
irregular number of hours or days (i.e., 
on an occasional basis.) 

To: Intermittent seasonal A schedule that requires an employee to .... J 

work less than 12 months a year on an 
annually recurring basis, and that 
requires an employee to work an irregular 
number of hours or days for which there 
is no prearranged scheduled tour of duty. 



Attachment 2 to FPM Ltr. 292-33 



Optional Personnel Data Elements and Representations 
REMARKS CODE 



Data Represe n tatio n s 



Name Def initio n/Expla nation Code 

App ointment Limitations 

Addition 

Conditions of temporary employment explained A20 

in statement dated (date). 

Benefits and Leave 

Additions 

You may change health benefits enrollment within B45 

31 days after the effective date of this action. 

Life insurance coverage is extended for 31 days B46 

during which you are eligible to convert to an 
individual policy (nongroup contract). 

Health benefits coverage is extended for 31 days B47 

during which you are eligible to convert to an 
individual policy (nongroup contract). 

Deletion 

FEGLI stops, except for a 31-day extension of B42 

coverage, on the day immediately before entry 
on active duty. 

Position Change Actions 

Change 

From: Position has no known promotion potential K18 

To: Position is at the full performance level K18 

Miscel laneous 

Addition 

Reason for temporary appointment (state reason) M06 

Pay in Addition to or Outs ide of Salary 

Additions 

Employee is entitled to 45 calendar days of Nil 

continuation of regular pay under 5 U.S.C., 
Chapter 81, section 8118. 

Expected to be paid under 5 U.S.C., Chapter 81 following N12 

45 calendar days COP period. 



Attachment 2 to FPM Ltr. 292-33 (2) 



Optional Personnel Data Elements and Representations 

REMARKS CODE 



Data Representations 



Name Definition/Explanation Code 

Pay Rate 

Additions 

Step 99 indicates salary rate is now below the P67 

step 1 rate. 

Ineligible for merit increase because has been P68 

newly appointed to the Government in a PMRS 

position within 90 days of effective date 
of the merit increase. 

Ineligible for merit increase because of LWOP P69 

Deletions 

Salary includes a % pay P23 

comparability increase. 

Salary includes a % pay comparability P24 

increase and an additional adjustment of $ 

to bring salary up to the minimum rate for the 
grade. 

Salary reflects a merit increase of $ P25 

which includes $ supplemental increase 

granted to insure the new rate ranger minimum. 

Merit increase determination waived because P27 

(state reason). 

Retained Grade and Retained Pay 

Deletions 

Employee's step in item 31 reflects within-grade X51 

increase(s) which would have been earned on 
(date(s)). 

This action returns the employee to the grade which X54 

will be retained under the retroactive provisions 
of title VIII of Public Law 95-454 so that action 
entitling the employee to grade retention can be 
properly documented. 

This action documents employee's entitlement X59 

to grade retention based on the reduction in 
grade which occurred on (date). 

*U.S. GOVERNMENT PRINTING OFFICEi 1986-490-575:24 19